Accounts Payable Analyst

Fiscal Technician II- Accounts Payable Analyst

Behind every program, project, service, and purchase is a strong financial team helping keep things running smoothly. The Town of Vienna is looking for a detail-oriented and customer-focused Accounts Payable Analyst to join our Finance Department.

This position plays a key role in the Town's Finance Department by supporting a wide range of purchasing and accounts payable activities that ensure transparent, compliant, and efficient stewardship of public funds. Core responsibilities include reviewing and processing invoices, vendor record keeping, preparing and issuing payments, monitoring purchase card activity, and ensuring all reviewed purchasing actions adhere to state and local procurement regulations. Working as part of a collaborative finance team, this position routinely partners with colleagues across multiple Town departments: offering guidance, training, and day-to-day support to administrative staff involved in invoice or purchase card processing. The role serves as a central point of coordination between Finance, departmental personnel, and external vendors, ensuring consistent application of procurement standards and fostering strong working relationships that help maintain smooth financial operations. The employee contributes to team efforts by assisting in annual reporting processes, including compiling financial data that informs budgeting, capital improvement planning, and audit preparation. This work requires sound judgment, independence, and flexibility, while also reinforcing shared financial controls and supporting the broader mission of the Town of Vienna's Finance team to serve the public.

The purpose of this class within the organization is to perform a variety of moderate to complex clerical and accounting tasks, including auditing and customer service work.

This class works under general supervision, independently developing work methods and sequences.

Work Schedule: Monday through Friday 8:00 AM - 4:30 PM

All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test. This is a Non-Exempt Position.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional roles related to the type of work of the class as necessary.

Essential Functions:

• Oversees the financial processing of transactions and management of accounts payable for the Town of Vienna. Duties include ensuring bills and vendor payments are paid promptly and accurately while adhering to departmental procedures and procurement guidelines.
• Coordinates invoice activities with other departments, divisions and external agencies; monitors work progress. Acts as lead to Town-wide department administrative invoice processors giving guidance, training and support when needed.
• Identifies vendors for electronic payments and initiates and guides setup.
• Handles all payables record keeping, financial reporting and related records for financial audits.
• Reviews travel vouchers and routes for payment.
• Researches and resolves complicated account problems; addresses vendor concerns, troubleshoot billing discrepancies, responds to internal and external customer needs and solicits feedback from vendors and staff.
• Processes and approves invoices for payment. Prepares vendor check payments and prepares files for electronic bill pay. Ensures accuracy and safeguards checks until mailed.
• Prepares and files related taxes (such as quarterly sales and use tax; 1099's), files unclaimed property annually, and prepares bank wire transfers and associated journal entries.
• Reviews Town Ordinances, purchasing procedures, Town Administrative Regulations and the State Code to determine policies and practices are being adhered to.
• Tracks capital improvement projects, purchase orders, and invoices to ensure appropriate payment and recordation of invoices from dedicated project funds.
• Performs ad hoc analyses as needed.

Additional Duties:

• Audits invoices for proper Town business purposes and adherence to procurement guidelines;
• Performs related work as assigned

Responsibilities, Requirements and Impacts:

Data Responsibility:

Gathers, organizes, analyzes, examines data and may prescribe action based on data.

People Responsibility:

Speaks with or signals to people to convey or exchange information of a general nature. Spends significant time talking, emailing and writing to vendors and staff to discuss or explain invoices, billing, payment and collection activity.

Asset Responsibility:

Requires responsibility and opportunity for achieving economies; handles moderate amounts of money consistent with the operation of a small division.

Mathematical Requirements:

Uses addition and subtraction, multiplication and division, and calculates rates and percentages.

Communications Requirements:

Reads procedures manuals and charts to solve practical problems; composes routine reports and specialized reports, forms, and business letters, with the proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Responsible for guiding others, requiring frequent decisions, affecting the individual, co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures, but with many variations from the routine.

Complexity of Work:

Performs skilled work involving rules with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Impact of Errors:

The impact of errors is moderately serious – affects work unit and may affect other units or citizens.

Physical Demands:

Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of mechanical or electronic office machines within moderate tolerances or limits of accuracy.

Equipment Usage:

Handles equipment or work aids involving moderate latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Involves routine and frequent exposure to bright/dim light, dusts and pollen.

Safety of Others:

Requires some responsibility for safety and health of others.

Minimum Training and Experience

Associate's Degree in Accounting, Business Administration, Office Management Technology or specialized courses/training equivalent to satisfactory completion of two years of college in Accounting, Business Administration or closely related area. Requires 2 years as a full time bookkeeper or cashier or other closely related experience.

Americans with Disabilities Act Compliance

The Town of Vienna is an Equal Opportunity Employer. ADA requires the Town of Vienna to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Benefits

Benefits viewed here are for permanent, full time employees and may differ from part time, benefit employees. Interns, temporary, seasonal and other part time employees are not eligible for benefits. All full time permanent employees of the Town of Vienna contribute 5% of their annual salary to the Virginia Retirement System.